Unifying Field Sales, Merchandising, and Maintenance with AI-Driven Integration

Client Overview

The Challenge

Hundred Seeds operates across 150+ retail outlets throughout Bali, distributing FMCG products to major retail chains and independent stores. Their operations involve two main divisions — field merchandising and internal operations, both requiring better tracking, coordination, and visibility.

The company faced several challenges:

• Limited real-time monitoring of merchandiser visits and in-store performance.
• Manual reconciliation of sales orders, inventory, and customer data between departments.
• Lack of control and tracking for company-owned assets like demo units, vehicles, and merchandising equipment.
• Reactive maintenance handling with no scheduled preventive maintenance.
• No centralized analytics for performance, asset lifecycle, and product coverage.

Hundred Seeds required a unified system to manage both field operations and internal maintenance processes, fully integrated with Unleashed Software for item, stock, and sales synchronization — enhanced with AI-driven automation and insights.

The DreamzCMMS Solution

DreamzCMMS delivered an integrated cloud platform for Hundred Seeds that combined field sales, merchandising, and internal asset management into a single ecosystem — fully connected to Unleashed Software for inventory, customer, and sales order synchronization.
The solution empowered sales teams, operations managers, and maintenance staff with mobile accessibility, AI automation, and real-time analytics to enhance productivity and decision-making.

Key Components Implemented

1. Unleashed Software Integration

• Seamless, bi-directional API integration synchronizing Items, Stock, Customers, and Sales Orders between DreamzCMMS and Unleashed.
• Only finished goods are synced to ensure data integrity (excluding raw materials and packaging materials).
• Sales orders created in DreamzCMMS instantly update stock and customer data in Unleashed.
• Eliminated manual data duplication and improved operational efficiency.

2. Field Sales & Merchandising Management

• Mobile application for Merchandising Directors (MDs) to log store visits, record shelf stock levels, and submit sales orders.
• Before & After Visit Inventory Logging: MDs record pre-visit and post-restock stock levels with photos and comments.
  • Map-based tracking with visual indicators:
  • Yellow Dot — In-progress visit
  • Green Dot — Completed visit or sales order accepted.
• Instant synchronization of field data (orders, photos, visit logs) with the central system.
• Real-time GPS tracking and store-level analytics ensure transparency across all field operations.

3. Customer Inventory Monitoring & Product Range Completion Dashboard

• Enables detailed visibility of stock levels, product coverage, and order history per customer.
• Generates Product Range Completion Reports, tracking product purchase completeness, stock health, and brand presence across retail outlets.
• Sales and merchandising performance analytics by customer and salesperson.
• Exportable reports (Excel/PDF) with advanced filtering options by date, customer, SKU, or sales rep.
• Integrated photo documentation for visual merchandising verification.

4. Internal Asset & Maintenance Management

• Implementation of DreamzCMMS’s full Asset & Maintenance Management Module to track, maintain, and audit all company-owned assets.
• Assets include vehicles, demo units, refrigerators, racks, promotional equipment, and office machinery.
• Each asset assigned a unique QR/Barcode ID for easy scanning, tracking, and maintenance updates.
• Preventive Maintenance (PM) Scheduler automatically generates recurring work orders based on time intervals or asset usage.
• Work Orders & Job Management:
  • Automatic assignment to maintenance technicians.
  • Maintenance history and downtime tracking.
  • Spare part linkage from internal inventory (via Unleashed integration).
• Asset Lifecycle Management: Captures asset procurement, depreciation, maintenance cost, and disposal details for financial accuracy.
• AI-assisted maintenance ensures predictive alerts and optimized resource utilization.

5. AI-Enabled Automation

• AI-Generated Maintenance Checklists: Automatically creates maintenance tasks based on asset type, past performance, or field equipment usage.
• AI Knowledgebase: Provides technicians and merchandisers with self-learning suggestions, product insights, and troubleshooting documentation.
• AI Work Order Completion Summary: Converts field visit logs, maintenance updates, and merchandiser notes into structured, summarized reports for management.

6. Analytics & Reporting

• Over 100+ built-in reports covering sales, inventory, assets, and maintenance.
• • Unified report dashboard for real-time visualization of:
  • Customer and product coverage trends
  • Asset utilization and downtime analysis
  • Preventive vs. Corrective maintenance ratios
  • Technician and merchandiser performance KPIs
• Reports exportable in Excel or PDF with live drill-down analytics.

Key Features Utilized

• Unleashed Software Integration (Items, Stock, Customers, Sales Orders)
• Field Sales & Merchandising Management
• Before & After Visit Inventory Logging
• Product Range Completion Dashboard
• Photo-Based Merchandising Validation
• Internal Asset Management & Maintenance Scheduling
• Preventive & Corrective Maintenance Work Orders
• AI-Generated Checklists & Work Order Summaries
• AI Knowledgebase for Field & Maintenance Teams
• Real-Time Map View & Visit Tracking
• Power BI Analytics & KPI Dashboards

Key Results / Outcomes

• 100% real-time synchronization between DreamzCMMS and Unleashed for inventory and sales data.
• Full visibility of field and asset operations from a single centralized dashboard.
• 30% improvement in product coverage and merchandising accuracy across stores.
• Reduced equipment downtime by 40% using automated preventive maintenance scheduling.
• AI-driven reports cut manual reporting time by 65%.
• Enhanced decision-making through visual dashboards for sales, assets, and maintenance.
• Improved team productivity across both field and maintenance departments.

Technology Stack

• DreamzCMMS Cloud Platform
• DreamzCMMS Mobile App for Merchandising & Maintenance (Android & iOS)
• Unleashed Software Integration (via Secure API)
• AI-Powered CMMS Engine
• QR/Barcode Asset Tracking
• Power BI Analytics Integration
• GPS & Photo-Based Visit Tracking